[Deptheads] Orccon meeting minutes

[Strategicon Department Heads]

Folks,

Here are the minutes from the meeting. Sorry for the delay. Let me know if
you wish this in another format.

Thanks,

Mike James
Strategicon Events

Strategicon Meeting 8 Jan 2023

In attendance: Eric and Tanya Aldrich, Victor Bugg, Jim Sandoval, Mike
James, Shane Sauby, Tracy and Mike Fryer, Brandon Weiss, Cy and Jon
Merriex, Dave Holt, Jaime Lopez, Jason DuVall, Kristi Corfield, Tara
Leederman, Rob Prag, Travis Cheney, William Hillstrom, William Altpeter,
Tomer Gurantz, Malakai Unland

I. Welcome and Announcements

               A. Prices have been adjusted – Adjusted up by $5, added a
12-17 teen badge. Also raised dealer table prices.

               B. Personal notes – Tara welcomed her baby. Gamex will be
the last show for Dave Holt in the library, but he is easing Travis Cheney
into the lead. Gamex will also be the last show for Jaime Lopez as the A/V
supervisor. No replacement yet, but if anyone has any qualified interested
candidates, send them to Mike James. Side note, we probably owe discord an
apology for the birthday ‘singing’.

II. Orccon

               A. Live-Action Pandemic

                              1. No basic changes to our stated policy for
vaccination and masks

                              2. Those ineligible for the vaccine must be
screened within 48 hours of the event – Lab tests only. Accepted types in
the covid policy.

                              3. Any questions on this contact the board.

                              4. Hold harmless policy – will check for
changes, but probably using the same form.

               B. Budget – Ask Eric if you need anything, but generally, we
are on a better footing.

               C. Special Guests and Events – Female game designers, Improv
comedy group, Catan qualifier, painting tutorial, Splendor tournament on
demand. Get any info to Tanya and Malakai. Also, if you know local people,
get their info to Victor for future shows.

               D. Publicity

                              1. Marketing Email #1 – eric plans on using
whatever we submit as special events to make his life ‘easier.’ We all wish
him luck, as this surely won’t backfire.

                              2. Art – Yes?

                              3. Shirts – Also, yes? In theory, we want an
evergreen shirt for 2023.

                              4. YouTube + other videos – We are looking
for editing people and such. Jim is taking point on this, so if you have
any relevant help, please reach out to Jim.

               E. Department reports – The holidays always suck up so much
time, the Orccon reports means I don’t have to type much.

                              Library – The aforementioned handing off from
Dave Holt to Travis Cheney.

                              RPGs – Working on getting Happy Jacks back.

                              Registration – Please get singe events to
Tracy sooner rather than later.

                              Party Games – Saturday Jackbox again.

                              Board Games – Catan qualifier and Tournament
on Demand.

               F. Signage – If you need signs, let Mike know. Otherwise, we
are still working on our redesign.

               G. Website notes and updates – Covid pre-reg will be used
again. If you find any errors, let Tanya know. This might be a good time to
update your department descriptions.

               H. Annual Awards – Yes.

               I. Parking – the City can’t possibly remove more parking for
us, can they?

               J. Rooms – Room changes to Victor.

               K. Hotel Stuff – Our previous contact Rae, has gotten a
promotion away from us, so now I get to harangue someone new. We are
assuming this means things will be by the book again, so be aware.

               L. Hotel Layout Space – Any changes or special requests to
Mike.

               M. Logistics -- more bins! Mike needs a list of broken or
damaged bins and/or lids. Numbers and sizes. Also, if you need more bins,
let Mike know. The majority (if not all) will be going to the library.
Also, we seem to finally have found our Kryptonite to Pronto, so moving
will get easier.

III. Deadlines

               Fri, 1-13 Tshirt Art to printer and tshirts ordered

               Mon, 1-16 Room lists to Victor B. and Eric A.

               Wed, 1-18 Special Facility Requests due

               Wed, 1-25 Marketing email #1 material due

               Fri, 1-27 Event Submissions

                         Con Book Ads

               Sat, 1-28 A. Badge list must be entered and sent to Tracy

                         B. Event Pre-reg turned on

               Mon, 1-30 Conbook proofs start

               Thu, 2-2* Hotel Reg

               Fri, 2-3  Conbook cover art due

               Wed, 2-8  Marketing email #2 material due

               Mon, 2-13 Con Pre-Reg turned off

                  Event Pre-Reg turned off

                         Conbook to printer

IV. 2023 Planning

               A. Special Guest(s) – Per usual, get ideas/requests to
Victor.

               B. Marketing – Still moving forward with the new plan.

               C. Other Cons – We have a table kit and look to cross
promote.

V. Q & A

Forward facing attendee discord coming soon.

Also, an OGL discussion that frankly will be woefully out of date by this
release. Update: Paizo for the Win.
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